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STRATEGIC OUTCOMES |
ACTION |
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Department: |
☐ Safe & Prosperous |
☒ Motion |
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Finance |
☐ Active & Appealing |
☐ Resolution |
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☐ Respected & Responsible |
☐ Ordinance - Introduction |
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Division: |
☒ Connected & Engaged |
☐ Ordinance - Adoption |
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Procurement |
☐ Unique & Creative |
☐ Public Hearing |
TITLE:
title
Cooperative Purchase Agreement: Cyclical Laptops and Monitors Refresh Project
end
SUMMARY RECOMMENDATION:
Summary Recommendation
Authorize the purchase of laptops, monitors, docking stations, configuration, and warranty support utilizing a Cooperative Purchase Agreement with Dell Technologies, Round Rock, Texas in the estimated amount of $625,000.00. (IT-CPA-27-003) (Isaiah Kirk/Robin R. Wilson)
end
STRATEGIC OUTCOME:
The cyclical technology replacement strategy of purchasing laptops, monitors, and docking stations aligns with the City Council’s strategic outcome of Connected and Engaged by ensuring City employees have reliable, secure, and mobile technology to support daily operations.
This strategy equips the City workforce with current and supported equipment, improves employee mobility, reduces disruption to City services, and strengthens the City’s ability to communicate, respond to operational needs, and serve the community efficiently.
REPORT:
To maintain reliable end-user computing services and support City operations, the Information Technology Department continues to address aging hardware through a cyclical replacement program. City laptops, desktops, monitors, docking stations, and related accessories are used daily across departments to support public safety, administrative services, permitting, utilities, finance, customer service, field operations, and community-facing services.
The City maintains roughly 1,200 computers across the organization and follows a lifecycle replacement strategy to keep equipment current, secure, and supportable. For Fiscal Year 2027 (FY 2027), this purchase will support the planned replacement of approximately 200 laptops with docking stations and 300 monitors through the Information Technology lifecycle replacement program. This purchase also includes laptop replacements for Police Department mobile field operations, commonly referred to as Mobile Data Computers.
Replacing aging equipment helps reduce the risk of hardware failures, improves compatibility with current software and security tools, supports Windows and Microsoft 365 modernization efforts, and provides employees with dependable technology for both office and mobile work environments.
Each purchase includes configuration and warranty support. Viable refreshed computers may be repurposed as kiosk, shared-use, or backup devices where appropriate. Remaining equipment will be donated, surplused, or otherwise disposed of in accordance with City policy.
This refresh continues the City’s multi-year lifecycle replacement plan and supports a secure, efficient, connected, and engaged City workforce.
FISCAL REQUIREMENTS:
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CITY FUNDS: |
$ 625,000.00 |
BUDGETED: |
$ 625,000.00 |
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STATE FUNDS: |
$ 0.00 |
AVAILABLE TO TRANSFER: |
$ 0.00 |
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FEDERAL FUNDS: |
$ 0.00 |
IN CONTINGENCY: |
$ 0.00 |
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OTHER SOURCES: |
$ 0.00 |
FUNDING ACCOUNT/FUND #/CIP: |
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TOTAL |
$ 625,000.00 |
General Fund |
FISCAL IMPACT STATEMENT:
To continue this multi-year lifecycle replacement project, sufficient budget authority is programmed in the FY 2027 City Council approved budget and financial forecast.
ADDITIONAL INFORMATION:
SUPPORTING DOCUMENTS NOT ATTACHED TO THE CITY COUNCIL ACTION FORM THAT ARE ON FILE IN THE OFFICE OF THE CITY CLERK:
NONE
IF CITY COUNCIL ACTION INCLUDES A CONTRACT, LEASE OR AGREEMENT, WHO WILL BE RESPONSIBLE FOR ROUTING THE DOCUMENT FOR SIGNATURE AFTER CITY COUNCIL APPROVAL?
☐ Department
☐ City Clerk’s Office
☐ Document to be recorded
☐ Document to be codified
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Acting City Administrator: |
Date: |
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John D. Simonton |
06/23/2026 |
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Reviewed by City Attorney: |
Date: |
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Richard W. Files |
06/22/2026 |